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Official Oklahoma state prescription monitoring program and pseudoephedrine electronic data transmissions : manual of instructions.

1
OKLAHOMA BUREAU OF NARCOTICS
AND
DANGEROUS DRUG CONTROL
OFFICIAL OKLAHOMA
STATE PRESCRIPTION MONITORING PROGRAM
AND
PSEUDOEPHEDRINE
ELECTRONIC DATA TRANSMISSIONS
Manual of Instructions
Revised January 20, 2011 Version 5.0
Oklahoma Bureau of Narcotics and Dangerous Drug Control
Information Technology Division
440 NE 39th Street
Oklahoma City, Oklahoma 73105
Phone: (800) 522-8031
pmp@obn.state.ok.us
2
Document Change History
Date
Change or Addition
Purpose
Page Number Jan 20, 2011 Added Change Log Requested by stakeholders 2
Jan 20, 2011
Added bold lettering to sentence containing the date for submitting to a real time log.
Empasises change in reporting requirements.
4
Jan 20, 2011 Removed Dan Harting from support contacts list. Personnel reassignment. 5
Jan 20, 2011
Real-Time testing dates added.
Provides testing date range for stakeholders.
5 Jan 20, 2011 Changed SFTP address to portal.obn.ok.gov. The old SFTP server is no longer available. Previously listed address is no longer available. 6
Jan 20, 2011
Added requirements for the file naming convention when using SFTP for Real-Time reporting.
A Real-Time system requires the use of minutes and seconds to avoid over-writing files.
7 Jan 20, 2011 Added information about the correct use of the Revised and Void flags used in DSP01. Multiple errors were being generated because of the improper use of these two flags. 7
Jan 20, 2011
DSP15 changed from required to not used.
Requested by stakeholders
9 Jan 20, 2011 Added additional information about defining and using segment terminators. A number of file rejections were being caused by improperly defined segment terminators. 10
Jan 20, 2011
Various typos and formatting errors corrected.
General maintenance.
All Jan 20, 2011 Removed old test server and date information. Replaced with new dates and addresses for Real-Time test server information. Required for transition to Real-Time System. 16
Jan 20, 2011
Added Section XI that defines and lists the error code returns that will be used for the PMP WSDL.
Required for reporting prescriptions using Web Services in a Real-Time environment.
12 Jan 20, 2011 Added information about when the CDI segment should not be included in the prescription file. Required to avoid errors when the CDI segment was being included but not populated because there were no compounds being reported. 11
Jan 20, 2011
Added information clearfying prescriptions involving animals and who should be listed as the patient in those cases.
Animals cannot be “Ultimate Users‟ under Oklahoma law. The animals name should be listed in the appropriate PAT placeholder.
11 3
Jan 20, 2011 Added Section XII defining the requirements for using the Meth Registry system. Required do to a change in state law prohibiting the sale or possession of Meth Precurosrs, including PSE behind the counter and prescription PSE products to persons convicted of certain crimes. 13
Jan 20, 2011
Added Real-Time testing schedule.
Requested by stakeholders.
16 Jan 20, 2011 Added information about using SFTP for reporting prescriptions when the PMP systems goes to Real-Time reporting in 2012 Requested by stakeholders. 16 - 17
Jan 20, 2011
Added Section XIII defining the PMP WSDL.
Requested by stakeholders.
13 Jan 20, 2011 Added additional information about accepting identification from customers and ultimate users. Requested by stakeholders. 18 - 19
Jan 20, 2011
Added information on dealing with downtime or communication failures with the Drug Tracking System.
Requested by stakeholders.
19 Jan 21, 2011 Error Code table updated and information added on how error codes will be returned. Added information on retrieving the error code table via a Web service. System enhancement. 12 – 13
Jan 21, 2011
Section VII renamed to Connection Methods. Each connection time was broken out and the explainations expanded.
Better definition of each method.
6 – 7 Jan 21, 2011 Error Code tabled revamped to show error code number. Information on obtaining the error code table via the PMP WSDL insterted. 12 – 13
Jan 21, 2011
Section XII inserted on Correcting Errors.
Explanation on the process of fixing errors and the different methods available.
15 Jan 21, 2011 Additional language added to the section on Meth Registry. Requested by stakeholders. 16
Jan 21, 2011
Added language about pending legislation involving the Meth Registry.
Requested by stakeholders.
17 Jan 21, 2011 Added language on how blocked PSE sales work, including those due to the Meth Registry. Requested by stakeholders. 17
Jan 21, 2011
Removed <Root> and </Root> from PMP WSDL.
Requested by developer.
17 – 18
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BUREAU OF NARCOTICS
OFFICIAL OKLAHOMA STATE
PRESCRIPTION MONITORING PROGRAM
I. Oklahoma Prescription Monitoring Program Overview
A. Section 2-309C. A. A dispenser of a Schedule II, III, IV or V controlled dangerous substance, except Schedule V substances that contain any detectable quantity of pseudoephedrine, its salts or optical isomers, or salts of optical isomers shall transmit to a central repository designated by the Oklahoma Bureau of Narcotics and Dangerous Drugs Control using the American Society for Automation in Pharmacy‟s (ASAP) Telecommunications Format for Controlled Substances version designated in rules by the Oklahoma Bureau of Narcotics and Dangerous Drugs Control, the following information for each dispensation:
1. Recipient‟s name;
2. Recipient‟s address;
3. Recipient‟s date of birth;
4. Recipient‟s identification number;
5. National Drug Code number of the substance dispensed;
6. Date of the dispensation;
7. Quantity of the substance dispensed;
8. Prescriber‟s United States Drug Enforcement Agency registration number; and
9. Dispenser‟s registration number; and
10. Other information as required by administrative rule.
B. The information required by this section shall be transmitted:
1. In a format or other media designated acceptable by the Oklahoma Bureau of Narcotics and
Dangerous Drugs Control; and
2. Within twenty-four (24) hours of the time that the substance is dispensed. Beginning January
1, 2012, all information shall be submitted on a real-time log.
C. The provisions of subsection B of this section shall not apply to a nonresident drug outlet registered pursuant to the Oklahoma Pharmacy Act or to a resident drug outlet as defined in Section 353.1 of Title 59 of the Oklahoma Statutes if the nonresident or resident drug outlet mails or delivers a controlled substance to a patient or client. Nonresident and resident drug outlets shall transmit the information required in this section within seven (7) days of the date that the controlled substance is dispensed.
D. Willful failure to transmit accurate information as required by this section shall be a misdemeanor
punishable, upon conviction, by not more than one (1) year in the county jail, or by a fine of not
more than One Thousand Dollars ($1,000.00), or by both such imprisonment and fine, or
administrative action may be taken pursuant to Section 2-304 of this title.
Pharmacies that dispense controlled substances must submit prescription information as required by the 5
law and regulations and in the manner and format specified in this manual. Pharmacies that utilize the services of a software vendor to submit prescription information remain solely responsible for compliance with these requirements.
The general requirements for the electronic transmission of prescription information are:
• Electronic transmission must occur in the file format and manner approved by OBNDD as described in this manual.
• Electronic transmission must be done as a batch transmission at least once daily.
II. Contact Information
Don Vogt Policy and Management (800) 522-8031 x140
Kelly Couch PMP/PSE Support (800) 522-8031 x166
Matt Spinks Technical Support (800) 522-8031 x179
Help Desk General Support (877) 627-2674
Individual pharmacies are advised to contact their software vendor to obtain modifications and instructions on compliance with electronic submissions of prescription information.
Assistance and information about the Official Oklahoma State Prescription Program Electronic Data Transmission is available from the Bureau of Narcotics Information Technology Division between the hours of 8:30 a.m. and 4:45 p.m. CST, Monday through Friday.
Software for electronic transmission will not be provided by the OBNDD. However, the Web Portal will contain a form allowing for the entry of prescriptions one at a time. This method will replace the spreadsheet previously provided by OBNDD.
III. Timeline for Testing and Implementation
Web Service Testing
January 15, 2010
All Users
Portal Testing
February 15, 2010
Selected Users
Portal and Web Service Testing
March 1, 2010
All Users
System Fully Operational 24 Hour Batch Reporting
April 2, 2010
All Users
Real Time Testing Phase
April 1, 2011 – November 1, 2011
Set by Testing Schedule
System Converts to POS Reporting
January 1, 2012
All Users
IV. Prescription Information Reporting Requirements
The required prescription information must be transmitted to OBNDD electronically via the Internet. All electronic submissions must be transmitted in accordance with the format detailed in Section VIII of this manual. 6
V. Important Information to Establish an On-line Internet Account
This section describes the process to establish an account to transmit prescription information to the OBNDD. Note: A pharmacy that has already established an account to transmit prescription information under the previous system, must update their contact information before submitting data.
To establish a new account to transmit prescription information to the OBNDD secure Web portal, the new pharmacy providers must complete appropriate application forms.
VI. Required Format for Electronic Submission of Prescription Information
Submitted prescription information must be in the ASAP 2007 format. This is a character-delimited format. For details and examples, please consult the Implementation Guide for the ASAP Standard for Prescription Monitoring Programs, 2007 Version 4, Release 1, released November 2009. This document is available from the American Society for Automation in Pharmacy ( http://www.asapnet.org ) or phone 610-825-7783.
VII. Connection Methods
Web Portal
The use of the OBNDD web portal located at https://portal.obn.ok.gov to manually enter and
transmit single transactions. This method works well for small pharmacies and dispensing
practitioners.
Web Service (WSDL)
The use of a secured web service ( https://portal.obn.ok.gov ) to transmit controlled substance prescription information. An Internet connection which provides 128 bit encryption Secure Socket Layer (SSL), must be used to transmit all controlled substance prescription information. 7
This method will automatically return a code for any errors found in the transmission.
The file shall be a formatted using the following web-method
Field
Type
NCPDP or DEA#
TEXT
ASAP 2007 Block
TEXT
Complete ASP2007 Transaction
NCPDP Password
TEXT
Separated Fields (Web Method)
PerformPMPTransaction (NCPDP or DEA# , ASAP 2007 Block, NCPDP Password)
Return true if transaction complete
Secured File Transfer Protocol (SFTP)
The use of a secure ftp service (portal.obn.ok.gov) to transmit controlled substance prescription information. An Internet connection which provides 128 bit encryption Secure Socket Layer (SSL), must be used to transmit all controlled substance prescription information.
OBN‟s SFTP server is located at portal.obn.ok.gov or 98.173.249.171 using Port 22 and SSH2 for security.
PMP users who need an SFTP connection must fill out and submit an application for access at http://www.ok.gov/obndd/Prescription_Monitoring_Program/Request_FTP_Access.html
File naming convention shall be the following for all batch data transfers:
 NCPDP_YYYYMMDD.DAT format. (Year, Month, Day)
 Beginning January 1, 2012 the following naming format will be implemented:
NCPDP_YYYYMMDDMS.DAT (Year, Month, Day, Minutes, Seconds)
CD-ROM‟s, DVD-ROM‟s and Floppy Disc‟s are no longer accepted.
VIII. Certification and Rejection of Submitted Prescription Information
Certification - Submissions of prescription information will be audited for compliance with the specified formats in this manual and with ASAP 2007 record layout and standards.
Rejection – Submissions of prescription information will be rejected if they do not meet the data requirements specified in this manual and the layout and requirements of the ASAP 2007 standards. 8
The submitting pharmacy will be notified via e-mail of the reason for the rejection of information.
Rejection information will include
1. Reason of Rejection
2. Transaction Identifier
In the event that a submission is rejected by the OBNDD, the submitting pharmacy will be responsible for correcting the rejected submission and resubmitting the information within three business days.
Pharmacies should retain a back-up file for at least 2 months following transmission of prescription information.
Errors can either be corrected on the Web Portal or submitted with a revise flag in the DSP-01 segment. All errors must be corrected within 48 hours of notification. Notifications will be sent by e-mail to the responsible party(s).
Note * Prescriptions records submitted to the Oklahoma PMP should never be sent with a revised or void flag unless an original script has been submitted first. Revisions should only be used to correct errors in previously submitted files. Voids identify those original prescriptions that were reported as filled and were not picked up by the customer or for any other reason where the transaction was not adjudicated.
Next Page Please 9
IX. ASAP 2007 Version 004, Release 1
Pharmacies must use the following information block to transmit data to OBNDD. We will reject records which contain missing information in all required reporting elements.
Listed below are the fields used by the Official Oklahoma State Prescription Monitoring Program;
ASAP 2007, Version 4, Release 1 Reporting Requirement SEGMENT NAME
Required
TH-01
Version Number
Required
TH-02
Transaction Control Number
Not Used
TH-03
Transaction Type
Not Used
TH-04
Response ID
Required
TH-05
Creation Date
Required
TH-06
Creation Time
Required
TH-07
File Type
Not Used
TH-08
Routing Number
Required
TH-09
Segment Terminator
Required
IS-01
Information Source
Required
IS-02
Information Source Entity Name
Optional
IS-03
Message
Required
PHA-01
National Provider Identifier
Required
PHA-02
NCPDP/NABP
Required
PHA-03
DEA Number
Not Used
PHA-04
Pharmacy Name
Not Used
PHA-05
Address Information – 1
Not Used
PHA-06
Address Information – 2
Not Used
PHA-07
City Address
Not Used
PHA-08
State Address
Not Used
PHA-09
Zip Code Address
Not Used
PHA-10
Phone Number
Not Used
PHA-11
Contact Number
Not Used
PHA-12
Chain Site ID
Not Used
PAT-01
ID Qualifier of Patient Identifier
Required
PAT-02
Patient ID Qualifier
Required
PAT-03
Patient ID
Not Used
PAT-04
ID Qualifier of Additional Patient Identifier
Not Used
PAT-05
Additional Patient ID Qualifier
Not Used
PAT-06
Additional ID
Required
PAT-07
Patient Last Name
Required
PAT-08
Patient First Name
Situational
PAT-09
Patient Middle Name
Not Used
PAT-10
Patient Name Prefix 10
Situational
PAT-11
Patient Name Suffix
Required
PAT-12
Patient Address 1
Situational
PAT-13
Patient Address 2
Required
PAT-14
Patient City
Required
PAT-15
Patient State
Required
PAT-16
Patient Zip Code
Required
PAT-17
Patient Phone Number
Required
PAT-18
Patient DOB
Required
PAT-19
Patient Gender
Required
PAT-20
Species Code
Not Used
PAT-21
Patient Location Code
Not Used
PAT-22
Country of Non-U.S. Resident
Optional
PAT-23
Name of Animal
Required
DSP-01
Reporting Status
Required
DSP-02
Prescription Number
Required
DSP-03
Date RX Written
Required
DSP-04
Refills Authorized
Required
DSP-05
Date Filled
Required
DSP-06
Refill Number
Required
DSP-07
Product ID Qualifier
Required
DSP-08
Product ID Number
Required
DSP-09
Quantity Dispensed
Required
DSP-10
Days of Supply
Required (Note – For pre-packaged products, report the total pill count. For additional information on populating this field, refer to the ASAP manual)
DSP-11
Drug Dosage Usage Units Code
Optional
DSP-12
Transmission form of RX Origin Code
Required
DSP-13
Partial Fill
Not Used
DSP-14
Pharma
Not Used
DSP-15
Pharmacy OBN Registration Number
Required
DSP-16
Classification for Payment
Not Used
DSP-17
Date Sold
Optional
DSP-18
RxNorm Code
Optional
DSP-19
Electronic Prescription Reference Number
Optional
PRE-01
Prescriber NPI Number
Required
PRE-02
DEA Number
Situational
PRE-03
DEA Suffix 11
Not Used
PRE-04
Prescriber State License Number
Not Used
PRE-05
Last Name
Not Used
PRE-06
First Name
Not Used
PRE-07
Middle Name
Required
CDI-01
CDI Sequence Number
Required
CDI-02
Product ID Qualifier
Required
CDI-03
Product Name
Required
CDI-04
Quantity
Required
CDI-05
Compound Drug Units Code
Not Used
AIR-01
State Issuing Rx Serial Number
Not Used
AIR-02
State Issued Rx Serial Number
Not Used
AIR-03
Issuing Jurisdiction
Optional
AIR-04
ID Qualifier
Person Picking Up Rx
Optional
AIR-05
ID Number
Person Picking Up Rx
Optional
AIR-06
Relationship of Person Picking Up RX
Not Used
AIR-07
Last Name of Person Dropping Off or Picking Up Rx
Not Used
AIR-08
First Name of Person Dropping Off or Picking Up Rx
Not Used
AIR-09
Last Name or Initials of Pharmacist
Not Used
AIR-10
First Name of Pharmacist
Required
TP-01
Pharmacy Trailer
Required
TT-01
Transaction Control Number
Required
TT-02
Segment Count
The HEADER (TH, IS) is sent once for the entire file.
The TH header defines the terminator that will be used for each file segment. TH-09 defines the terminator and should be immediately followed by a terminator for the TH segment. (Example: // The first bang defines the terminator that will be used for the entire record followed by the second bang which is the terminator for the TH segment. Each subsequent segment will be terminated with a /).
IF multiple pharmacies are included in a single file, the PHA segment is repeated with all the DETAIL segments under it for each Pharmacy. The TP segment is inserted at the end of each pharmacy‟s report.
IF there are multiple patients within a single pharmacy‟s report, the PAT, DSP, PRE and AIR segments are repeated for each patient.
12
IF a patient has multiple prescriptions filled within the reporting period, the remaining fields within the DETAIL segment (e.g. DSP, PRE, and AIR) are repeated following the PAT segment. In other words, the prescription info can loop multiple times under the PAT segment. Please refer to the ASAP 2007, Version 1 (November 2009) manual for additional information.
WITHOUT EXCEPTION the PATIENT segment (PAT) must be populated with a person‟s information, not the animals. This can be either the animal‟s owner or the person picking up the script. The animals name should only appear in PAT23. Animals are not considered the „Ultimate User‟.
IF a compounded prescription has multiple ingredients that are controlled substances, the Compounded Drug Ingredient (CDI) segment is repeated.
IF a prescription record does not contain a compounded substance, the Compounded Drug Ingredient (CDI) segment should not be included.
A Pharmacy Trailer (TP) segment should be included for each pharmacy and should be the last segment for each pharmacy.
The Transaction Set Trailer (TT) segment signals the end of a transmission and must be inserted at the end of the entire file.
The acknowledgement transmission ASAP 2007 segment will not be used at the current time. The process where an acknowledgement page is displayed on the HCS Upload when you submit your data will be continued.
X. Additional Field and Data Submission Requirements and Considerations
PAT07 and PAT08 (Last Name, First Name of Patient)

Do not use any special characters (for example, *, “”, etc.). Use only letters in patient name fields.
PAT15 (Patient’s Address—State)

State must be valid two-character state code. For example: OK, TX, MI, etc.
PRE02 and PRE03 (Prescriber DEA Number and DEA Suffix)

Submitted prescription information must include the DEA registration number of the individual prescribing practitioner.

Pharmacies submitting information from hospital prescriptions may submit the DEA registration of the hospital only when dispensing prescriptions from interns, residents or foreign physicians authorized to prescribe under the hospital‟s DEA registration number and assigned a suffix that must be indicated on the prescription.
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XI. PMP Error Codes
The Oklahoma PMP WSDL will return error codes to the submitter immediately following the processing of a prescription reporting package. Error codes will be returned in a comma delimited format.
OBNDD will provide a Web service to retrieve the error code table. The table can be retrieved at https://portaltest.obn.ok.gov/webservices/PMPWS/PMPWS.asmx by using Get ErrorCode in the transmission request.
The following error codes will be used (the corresponding segment identifier is in parenthesis):
PMP Error Codes:
Error
Error Code
System Error
01
Invalid ASAP Format
02
Version Number is Missing (TH01)
03
Transaction Control Number is Missing (TH02)
04
Create Date is Not a Valid Date (TH05)
05
Create Time is Not a Valid Time (TH06)
06
File Type is Invalid (P or T Expected) (TH07)
07
Information Source ID is Missing (IS01)
08
Information Source Entity Name is Missing (IS02)
09
NCPDP/DEA Number is Missing (PHA02)
10
Patient ID Qualifer is Missing or Invalid (PAT02)
11
Patient ID is Invalid or Missing (PAT03)
12
Patient Last Name is Missing (PAT07)
13
Patient First Name is Missing (PAT08)
14
Patient Street Address is Missing (PAT12)
15
Patient City is Missing (PAT14)
16
Patient State is Missing (PAT15)
17
Patient State is Invalid (PAT15)
18
Patient Zip Code is Missing (PAT16)
19
Patient Phone Number is Missing (PAT17)
20
Patient DOB is Not aValid Date (PAT18)
21
Patient Gender is Missing (PAT19)
22
Patient Gender is Invalid (PAT19)
23
Patient Speices Code is Missing or Invalid (PAT20)
24
Name of Animal is Missing (PAT23)
25
Reporting Status is Missing or Invalid (DSP01)
26
Prescription Number is Missing (DSP02)
27 14
Prescription Written Date is Missing or Invalid (DSP03)
28
Refills Authorized is Missing (DSP04)
29
Refills Authorized is Invalid (DSP04)
30
Prescription Filled Date is Missing or Invalid (DSP05)
31
Prescription Refill Number is Missing or Invalid (DSP06)
32
Product ID Qualifer is Missing or Invalid (DSP07)
33
Product ID Number is Missing (DSP08)
34
Quantity Dispensed is Missing or Invalid (DSP09)
35
Days of Supply is Missing or Invalid (DSP10)
36
Drug Dosage Code is Missing or Invalid (DSP11)
37
Partial Fill is Missing or Invalid (DSP13)
38
Classification for Payment is Missing or Invalid (DSP16)
39
The Prescription Number has Already Been Filled on that Date (DSP17)
40
The Prescription Number that is Being Modified or Deleted (Void) was not Filled on that Date (DSP17)
41
Prescriber DEA Number is Invalid (PRE02)
42
Sequence Number is Missing or Invalid (CDI01)
43
Product ID Qualifier is Missing or Invalid (CDI02)
44
Product ID is Missing or Invalid (CDI03)
45
Quantity is Missing or Invalid (CDI04)
46
Compound Drug Units Code is Missng or Invalid (CDI05)
47
Sample Response (PSE Meth Block):
HTTP/1.1 200 OK Content-Type: application/soap+xml; charset=utf-8 Content-Length: length <?xml version="1.0" encoding="utf-8"?> <soap12:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap12="http://www.w3.org/2003/05/soap-envelope"> <soap12:Body> <SubmitTransactionResponse xmlns="http://tempuri.org/"> <SubmitTransactionResult> <BlockSale>True</BlockSale> <TransactionStatus>False</TransactionStatus> <TransactionID>0</TransactionID> <DailyLimitExceeded>False</DailyLimitExceeded> <RemainingQuantity>0</RemainingQuantity> <DailyRemainingQuantity>0</DailyRemainingQuantity> <ErrorMessage>Sale to this customer has been blocked because the customer was found in the Meth Registry database. </ErrorMessage> </SubmitTransactionResult> </SubmitTransactionResponse> </soap12:Body> </soap12:Envelope> 15
Sample Response (PMP Fatal Error Return):
HTTP/1.1 200 OK Content-Type: text/xml; charset=utf-8 Content-Length: length <?xml version="1.0" encoding="utf-8"?> <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> <soap:Body> <SubmitTransactionResponse xmlns="http://tempuri.org/"> <SubmitTransactionResult> <TransactionID>0</TransactionID> <TransactionStatus>1</TransactionStatus> <FatalError>1</FatalError> <ErrorMessage>2</ErrorMessage> </SubmitTransactionResult> </SubmitTransactionResponse> </soap:Body> </soap:Envelope>
XII. Correcting Errors
Pharmacies will be notified of errors contained in prescription drug reports via a daily error report sent to the e-mail address on record. The Oklahoma PMP provides two different methods to correct errors in a prescription drug report.
Web Portal
To correct errors on the Web Portal, the account holder will log into https://portal.obn.ok.gov. In most situations the pharmacists can only correct errors for their store, however accounts can be created that would allow all errros for an entire chain to be corrected at the corporate level.
Error correction on the Web Portal is done manually, one record at time, by first clicking on the error button and than the prescription folder icon that contains errors (represented by a folder). The individual prescription is broken down into three (3) tabs.
Main Error Page
Each record includes the date and time of submission, upload method, pharmacy name and file name. A file folder is created for both successful uploads and those containing errors that need to be fixed. All errors must be fixed within three (3) business days. 16
Error Record
The individual error record as shown below is divided into three (3) tabs. The tabs are Patient, Prescription and Prescriber. Each tab is tied to a corresponding ASAP section. Next to the tabbed section is a gray boxed area that contains detail about what field is in error. Once finished making the corrections, a user clicks on the done button. If the record does not close and display with a green check mark, than the record still contains errors that must be fixed.
The Error Record
Web Service
The quickest and most productive method for correcting prescription records is the Web service. Using their pharmacy software, the pharmacists can make corrections or void a prescription and then sumbit it to the PMP for revision or deletion. Please check with your software provider to see if they provide this feature.
XIII. Meth Registry
Pursuant to Oklahoma HB 3380 and Effective November 1, 2010 state law created the Meth Registry Act prohibiting the sell and possession of Methamphetamine Precursors to persons who were convicted of methamphetamine crimes. This act includes the dispensing of prescription medications containing pseudoephedrine (PSE) products in tabular or solid form, excluding gel-caps and liquids.
Prior to delivering any scheduled prescription PSE product to any person, including both the „Ultimate User‟ and his/her representative, the pharmacy must check the Meth Registry contained on the Oklahoma Drug Tracking system (PMP and PSE) to insure that neither the „Ultimate User‟ or their representative is on the list. Pharmacies may not deliver to or fill a PSE prescription for any person on the list.
17
Persons under the age of 18 cannot take direct possession of a scheduled prescription or purchase behind the counter PSE products in Oklahoma. However, persons under the age of 18 can appear on the Meth Registry.
Behind the counter PSE transactions, made through the PSE sales system, automatically check the Meth Registry and block sales as required by law. The result will be “Blocked – Meth Registry”, remaining amount available is 0. Most chain store pharmacies will see a message approved by their corporate office and it may not be the same message the Drug Tracking System send to corporate.
Pending legislation will require practitioners who write PSE prescriptions to check the Meth Registry prior to issuing a script to a patient beginning on November 1, 2011.
XIV. PMP WSDL
The following Web Service is used for reporting prescriptions to Oklahoma‟s PMP. This service is already available, but was primarily developed for the Real-Time reporting system. Copies in both text format and XML are available on request.
Web Service Description:
<?xml version="1.0" encoding="utf-8" ?>
- <wsdl:definitions xmlns:s="http://www.w3.org/2001/XMLSchema" xmlns:soap12="http://schemas.xmlsoap.org/wsdl/soap12/" xmlns:mime="http://schemas.xmlsoap.org/wsdl/mime/" xmlns:tns="http://tempuri.org/" xmlns:soap="http://schemas.xmlsoap.org/wsdl/soap/" xmlns:tm="http://microsoft.com/wsdl/mime/textMatching/" xmlns:http="http://schemas.xmlsoap.org/wsdl/http/" xmlns:soapenc="http://schemas.xmlsoap.org/soap/encoding/" targetNamespace="http://tempuri.org/" xmlns:wsdl="http://schemas.xmlsoap.org/wsdl/">
- <wsdl:types>
- <s:schema elementFormDefault="qualified" targetNamespace="http://tempuri.org/">
- <s:element name="SubmitTransaction">
- <s:complexType>
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="PMPT" type="tns:PMPTransaction" />
</s:sequence>
</s:complexType>
</s:element>
- <s:complexType name="PMPTransaction">
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="NABPNumber" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="ASAP2007Block" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="NABPPassword" type="s:string" />
</s:sequence>
</s:complexType>
- <s:element name="SubmitTransactionResponse">
- <s:complexType>
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="SubmitTransactionResult" type="tns:PMPTransactionResult" />
</s:sequence>
</s:complexType>
</s:element>
- <s:complexType name="PMPTransactionResult">
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="TransactionID" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="TransactionStatus" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="FatalError" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="ErrorMessage" type="s:string" />
</s:sequence>
</s:complexType>
</s:schema>
</wsdl:types>
- <wsdl:message name="SubmitTransactionSoapIn">
<wsdl:part name="parameters" element="tns:SubmitTransaction" />
</wsdl:message>
- <wsdl:message name="SubmitTransactionSoapOut">
<wsdl:part name="parameters" element="tns:SubmitTransactionResponse" /> 18
</wsdl:message>
- <wsdl:portType name="PMPWSSoap">
- <wsdl:operation name="SubmitTransaction">
<wsdl:input message="tns:SubmitTransactionSoapIn" />
<wsdl:output message="tns:SubmitTransactionSoapOut" />
</wsdl:operation>
</wsdl:portType>
- <wsdl:binding name="PMPWSSoap" type="tns:PMPWSSoap">
<soap:binding transport="http://schemas.xmlsoap.org/soap/http" />
- <wsdl:operation name="SubmitTransaction">
<soap:operation soapAction="http://tempuri.org/SubmitTransaction" style="document" />
- <wsdl:input>
<soap:body use="literal" />
</wsdl:input>
- <wsdl:output>
<soap:body use="literal" />
</wsdl:output>
</wsdl:operation>
</wsdl:binding>
- <wsdl:binding name="PMPWSSoap12" type="tns:PMPWSSoap">
<soap12:binding transport="http://schemas.xmlsoap.org/soap/http" />
- <wsdl:operation name="SubmitTransaction">
<soap12:operation soapAction="http://tempuri.org/SubmitTransaction" style="document" />
- <wsdl:input>
<soap12:body use="literal" />
</wsdl:input>
- <wsdl:output>
<soap12:body use="literal" />
</wsdl:output>
</wsdl:operation>
</wsdl:binding>
- <wsdl:service name="PMPWS">
- <wsdl:port name="PMPWSSoap" binding="tns:PMPWSSoap">
<soap:address location="https://portal.obn.ok.gov/webservices/PMPWS/PMPWS.asmx" />
</wsdl:port>
- <wsdl:port name="PMPWSSoap12" binding="tns:PMPWSSoap12">
<soap12:address location="https://portal.obn.ok.gov/webservices/PMPWS/PMPWS.asmx" />
</wsdl:port>
</wsdl:service>
</wsdl:definitions>
19
Sample Request:
POST /webservices/PMPWS/PMPWS.asmx HTTP/1.1 Host: portal.obn.ok.gov Content-Type: text/xml; charset=utf-8 Content-Length: length SOAPAction: "http://tempuri.org/SubmitTransaction" <?xml version="1.0" encoding="utf-8"?> <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> <soap:Body> <SubmitTransaction xmlns="http://tempuri.org/"> <PMPT> <NABPNumber>myusername</NABPNumber> <ASAP2007Block>TH*4.0*8976546780987.DAT*01**20110119*110545*P*\ \IS*8976543*SOME Pharmacy \PHA*890789078*78907890*PHARM*PharmacyName****OK**5555555555 \PAT**05*111111111****LASTNAME*FIRSTNAME****PATIENTSTREET**CITY*OK*12345*5555555555*19430101*F*01 \DSP*00*245896*20100805*2*20110401*2*01*57754324554*30*30*01*02*2**7425732542542*99 \PRE**AA123456***LASTNAME*FIRSTNAME \TP*8 \TT*89677834547478.DAT*11\</ASAP2007Block> <NABPPassword>mypassw0rd</NABPPassword> </PMPT> </SubmitTransaction> </soap:Body> </soap:Envelope>
Sample Response:
HTTP/1.1 200 OK Content-Type: text/xml; charset=utf-8 Content-Length: length <?xml version="1.0" encoding="utf-8"?> <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> <soap:Body> <SubmitTransactionResponse xmlns="http://tempuri.org/"> <SubmitTransactionResult> <TransactionID>99999999</TransactionID> <TransactionStatus>1</TransactionStatus> <FatalError>0</FatalError> <ErrorMessage></ErrorMessage> </SubmitTransactionResult> </SubmitTransactionResponse> </soap:Body>
</soap:Envelope>
20
Frequently Asked Questions:
1. When will these requirements go into effect?
PMP (24 Hour Batch) – April 2, 2010
PMP Real-Time Reporting – January 1, 2012
2. Will there be a test system available?
Yes. Beginning November 1, 2010 a set of test servers will be put into place for the Real-Time reporting system. The servers will duplicate the production environment. The test server address is https://portaltest.obn.ok.gov.
Web Service test addresses are https://portal.obn.ok.gov/PMPWS/PMPWS.aspx for the PMP and https://portal.obn.ok.gov/PSEWS/PSEWS.aspx for the PSE system.
A graduated testing schedule will be made available to all affected stakeholders. The schedule is necessary to isolate issues specific to individual stakeholders.
3. When will Real-Time testing begin and what is the schedule?
Testing begins April 4, 2011 using the following graduated schedule:
April 4 – 17 ComputerRX
April 18 – May 1 CVS
May 2 – 15 Food Pyramid
May 16 – 29 Homeland
May 30 – June 12 K-Mart and HCC
June 13 – June 26 Medicine Shoppe and Independent Service Providers
June 27 – July 10 Pratts and Independent Service Providers
July 11 – July 24 Reasors
July 25 – Aug 7 Savon
August 8 – 22 Target
August 23 – September 4 USA Drug
September 5 – 18 Walgreens
September 19 – October 2 Wal-Mart
October 3 – 16 Indian Health Services
October 17 – 31 Load Testing (All Stakeholders)
4. What is the definition of Real-Time Reporting?
Real-Time is defined as reporting a scheduled prescription to the Oklahoma PMP within 5 minutes of delivering the prescription to a customer. Placing the scheduled prescription into a bin for pickup is not considered a “delivery” under this definition.
5. Can I still send files by using a SFTP upload when Real-Time reporting requirements go into effect in 2012? 21
Yes. Pharmacies who choose to use the SFTP reporting system must submit a file within 5 minutes of delivering the prescription. Delivery does not mean filling the prescription and placing it in a bin for pickup or delivery. Delivery is defined as physically handing the prescription to the customer.
6. Which ASAP format can I use for reporting prescriptions drugs?
ASAP 2007, Version 4, Release 1 (November 2009).
7. I am not a pharmacy, but I dispense controlled drugs from my practice. Am I required to report that information to Oklahoma’s PMP?
Yes. This would include any controlled drug given to a patient to take at home before or after a procedure done within the practice. However, samples are exempt at this time.
8. I have an out-patient hospital pharmacy, should I report dispensed controlled narcotics to Oklahoma’s PMP?
If the narcotic is consumed while the patient is still receiving care at the hospital, the hospital pharmacy is not required to report it to the PMP. If the drug leaves the hospital with the patient, even in small quantities, it must be reported.
9. How often must I report?
Every 24 hours, except mail order pharmacies.
Beginning January, 1 2012 the prescription must be reported within 5 minutes of being delivered to the customer.
10. I’m a mail order pharmacy. How should I submit my prescription reports and get identification from customers?
Mail order pharmacies must report every 7 days. Mail order pharmacies may accept a FAX copy of the Patient‟s ID or receive the information from their prescription plan account holders. The ID must be valid and one of the four (4) types accepted by Oklahoma. A prescription may not be mailed to a person under 18 or to any person other than the patient or their guardian.
11. I am a mail order pharmacy who serves customers outside of Oklahoma. The drugs are shipped from my Oklahoma business address. Am I required to report those prescriptions that I ship out of state.
Yes. There are no exceptions. If the drug order is filled by an Oklahoma pharmacy, it must be reported to the PMP, regardless of its shipping address.
12. I am a Federal or Indian facility that reports to the Oklahoma system voluntarily. Am I required to get an ID and use the ASAP 2007 format? 22
Federal Indian Health Systems that are not OBN registrants and who are not required to report by an applicable law do not have to gather the ID‟s required by Oklahoma. However, we ask that every attempt be made to gather ID information as it helps protects against fraud and illegal diversion.
13. Does Oklahoma require Zero Reports.
Oklahoma does not require pharmacies to report when they do not dispense a controlled drug. Frequently referred to as a Zero Report. However, OBNDD requests that a pharmacy that has not dispensed any controlled drug for more than 30 days send a Zero Report to pmp@obn.state.ok.us. Submitting a Zero Report is voluntary.
14. I noticed that AIR-04, AIR-05 and AIR-06 are optional, even though we were told that we had to collect the information for people picking up the prescription.
Oklahoma law requires that all pharmacists see a valid ID for anyone who they do not know when that person picks up a scheduled narcotic. Upcoming changes in statutes and rules, in conjunction with the ASAP 2007 format, will also require that pharmacies report that information to the PMP. If the person picking up the prescription is known to the pharmacist, or is the person who the script was written for, and has a valid ID stored in the pharmacy system, than that information can be populated for both the patient and AIR-04, AIR-05 and AIR-06. In all other cases where the prescription is being picked up by a third party or a person unknown to the pharmacists, the ID must be collected and submitted to the PMP.
In order to give software vendors and chain stores the opportunity to program the changes into their systems, reporting the information about the person picking up the scheduled prescription will not become mandatory until the PMP goes to a live reporting format on January 1, 2012.
15. What ID’s are recognized by Oklahoma?
Driver‟s License, State Issued Identification Cards, Military ID‟s and Passports are allowed. They should not be expired. (An example of a state issued identification is Oklahoma‟s “Red Card”). Oklahoma is in the process of contacting American-Indian tribes in an attempt to work towards developing a Tribal ID that would meet the state compact requirements. As of this manual revision date, there are no Tribal ID‟s that meet those requirements.
16. What should I do if a customer is unable to produce the required ID?
The goal of Oklahoma‟s PMP is to ensure that prescription drugs are not diverted for illegal purposes. While we cannot answer every “what if” questions in this manual, we ask that pharmacists do everything possible to obtain identification in compliance with state law.
In some cases, it is permissible to get a Social Security Number (SSN) if the „Ultimate User‟ is under the age of 18, hospitalized, bed written, under Hospice care or known to the pharmacists. However, this should not become the standard as the pharmacists should inform the customer to provide the correct ID on their next visit.
23
OBNDD does not want to hamper the delivery of prescription medication to legitimate users and pharmacists should use their best discretion in those cases where and ID is not available.
17. Whose ID must I collect and report?
Pharmacies must collect the ID of both the „Ultimate User‟ and the person who the prescription is delivered to. In many cases, that is the same person. Until January 1, 2012, the ID of the „Ultimate User‟ must be reported to the PMP. The ID of the person picking up the script should be recorded on the prescription hard copy or electronic prescription system.
After January 1, 2012, the ID of the „Ultimate User‟ and the person the prescription is delivered to must be reported to the PMP system.
18. What should I do if the Drug Tracking System (PMP and PSE) does not respond, especially when the system converts to Real-Time?
The Drug Tracking System (PMP and PSE) is rarely down, except for scheduled maintenance periods which usually occur during hours when most pharmacies are closed.
If your pharmacy is using the Web Service, your system should be configured to resubmit at least once before storing the prescription record for a batch upload when the system comes back online.
If your pharmacy is using the SFTP service and cannot reach the SFTP server, please continue to resubmit every 5 minutes until the server comes back on-line. In most cases the SFTP service will continue to communicate even if the Web Service cannot be reached.
24
BUREAU OF NARCOTICS
OFFICIAL OKLAHOMA STATE
ELECTRONIC PSEUDOEPHEDRINE LOG
I. Oklahoma Electronic Pseudoephedrine Log Overview
A. Oklahoma���s electronic PSE log, authorized by 63 O.S. § 2-309C, has been in place since October 1, 2006. The legislation requires dispensers of pseudoephedrine products to report all sales to OBN electronically at time of sale. Batch processing of sales are not authorized unless OBN‟s connection is down. Outages are extremely rare.
B. OBN provides 2 methods for submitting PSE sales data. Dispensers may enter the sales information directly into a Web Portal form or send the information via a Web Service Definition Language (WSDL).
C. Beginning October 1, 2009, the PSE and PMP Web Portals will share a common login screen and interface.
D. As of October 1, 2009, OBN will begin collecting the customer‟s date of birth. This document and the WSDL have been modified to reflect the change.
PLEASE SEE THE NEXT PAGE FOR OKLAHOMA’S PSE REQUIREMEN
25
PSE Reporting Chart
2009 PSE ELECTRONIC LOG Reporting Requirement NAME FORMAT
Required
CUSTOMER FIRST NAME
STRING
Required
CUSTOMER LAST NAME
STRING
Required
CUSTOMER DOB
STRING
Required
CUSTOMER STREET ADDRESS
STRING
Required
CUSTOMER CITY
STRING
Required
CUSTOMER STATE
STRING
Required
CUSTOMER ZIP
STRING
5 or 9 number format
Required
ISSUING STATE
STRING
U.S. = Standard State Abrev.
Mexico = MX
Canada = CN
Required
CUSTOMER ID NUMBER
STRING
ID’s Allowed in Oklahoma
State Issued Driver’s License
State Issued ID Card
Military ID
Passport
Required
TRANSACTION TYPE
STRING
Purchase or Return
Required
PHARMACY NUMBER
STRING
NCPDP/NAPB
Required
TECH INITIALS OR ID
STRING
Required
PRODUCT NAME
STRING
Required
QUANTITY
STRING
Reported in Grams
Example 0.72 or 2.4
Required
LIQUID
STRING
Required
GELCAP
STRING
Required
OVERRIDE BLOCKED SALE
STRING
(May use either a 0 or 1, or a true or false in the string)
26
II. PSE WSDL
<?xml version="1.0" encoding="utf-8" ?>
- <wsdl:definitions xmlns:s="http://www.w3.org/2001/XMLSchema" xmlns:soap12="http://schemas.xmlsoap.org/wsdl/soap12/" xmlns:mime="http://schemas.xmlsoap.org/wsdl/mime/" xmlns:tns="http://tempuri.org/" xmlns:soap="http://schemas.xmlsoap.org/wsdl/soap/" xmlns:tm="http://microsoft.com/wsdl/mime/textMatching/" xmlns:http="http://schemas.xmlsoap.org/wsdl/http/" xmlns:soapenc="http://schemas.xmlsoap.org/soap/encoding/" targetNamespace="http://tempuri.org/" xmlns:wsdl="http://schemas.xmlsoap.org/wsdl/">
- <wsdl:types>
- <s:schema elementFormDefault="qualified" targetNamespace="http://tempuri.org/">
- <s:element name="SubmitTransaction">
- <s:complexType>
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="PSET" type="tns:PSETransaction" />
</s:sequence>
</s:complexType>
</s:element>
- <s:complexType name="PSETransaction">
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="CustomerFirstName" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="CustomerLastName" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="CustomerDateOfBirth" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="CustomerStreet" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="CustomerCity" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="CustomerStateCode" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="CustomerZip" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="IdentificationStateCode" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="IdentificationNumber" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="TransactionType" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="PharmacyNumber" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="TechCode" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="DrugName" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="Quantity" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="Liquid" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="GelCap" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="OverrideBlockedSale" type="s:string" />
</s:sequence>
</s:complexType>
- <s:element name="SubmitTransactionResponse">
- <s:complexType>
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="SubmitTransactionResult" type="tns:PSETransactionResult" />
</s:sequence>
</s:complexType>
</s:element>
- <s:complexType name="PSETransactionResult">
- <s:sequence>
<s:element minOccurs="0" maxOccurs="1" name="BlockSale" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="TransactionStatus" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="TransactionID" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="DailyLimitExceeded" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="RemainingQuantity" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="DailyRemainingQuantity" type="s:string" />
<s:element minOccurs="0" maxOccurs="1" name="ErrorMessage" type="s:string" />
</s:sequence>
</s:complexType>
</s:schema>
</wsdl:types>
- <wsdl:message name="SubmitTransactionSoapIn">
<wsdl:part name="parameters" element="tns:SubmitTransaction" /> 27
</wsdl:message>
- <wsdl:message name="SubmitTransactionSoapOut">
<wsdl:part name="parameters" element="tns:SubmitTransactionResponse" />
</wsdl:message>
- <wsdl:portType name="PSEWSSoap">
- <wsdl:operation name="SubmitTransaction">
<wsdl:input message="tns:SubmitTransactionSoapIn" />
<wsdl:output message="tns:SubmitTransactionSoapOut" />
</wsdl:operation>
</wsdl:portType>
- <wsdl:binding name="PSEWSSoap" type="tns:PSEWSSoap">
<soap:binding transport="http://schemas.xmlsoap.org/soap/http" />
- <wsdl:operation name="SubmitTransaction">
<soap:operation soapAction="http://tempuri.org/SubmitTransaction" style="document" />
- <wsdl:input>
<soap:body use="literal" />
</wsdl:input>
- <wsdl:output>
<soap:body use="literal" />
</wsdl:output>
</wsdl:operation>
</wsdl:binding>
- <wsdl:binding name="PSEWSSoap12" type="tns:PSEWSSoap">
<soap12:binding transport="http://schemas.xmlsoap.org/soap/http" />
- <wsdl:operation name="SubmitTransaction">
<soap12:operation soapAction="http://tempuri.org/SubmitTransaction" style="document" />
- <wsdl:input>
<soap12:body use="literal" />
</wsdl:input>
- <wsdl:output>
<soap12:body use="literal" />
</wsdl:output>
</wsdl:operation>
</wsdl:binding>
- <wsdl:service name="PSEWS">
- <wsdl:port name="PSEWSSoap" binding="tns:PSEWSSoap">
<soap:address location="https://portal.obn.ok.gov/webservices/PSEWS/PSEWS.asmx" />
</wsdl:port>
- <wsdl:port name="PSEWSSoap12" binding="tns:PSEWSSoap12">
<soap12:address location="https://portal.obn.ok.gov/webservices/PSEWS/PSEWS.asmx" />
</wsdl:port>
</wsdl:service>
</wsdl:definitions>

1
OKLAHOMA BUREAU OF NARCOTICS
AND
DANGEROUS DRUG CONTROL
OFFICIAL OKLAHOMA
STATE PRESCRIPTION MONITORING PROGRAM
AND
PSEUDOEPHEDRINE
ELECTRONIC DATA TRANSMISSIONS
Manual of Instructions
Revised January 20, 2011 Version 5.0
Oklahoma Bureau of Narcotics and Dangerous Drug Control
Information Technology Division
440 NE 39th Street
Oklahoma City, Oklahoma 73105
Phone: (800) 522-8031
pmp@obn.state.ok.us
2
Document Change History
Date
Change or Addition
Purpose
Page Number Jan 20, 2011 Added Change Log Requested by stakeholders 2
Jan 20, 2011
Added bold lettering to sentence containing the date for submitting to a real time log.
Empasises change in reporting requirements.
4
Jan 20, 2011 Removed Dan Harting from support contacts list. Personnel reassignment. 5
Jan 20, 2011
Real-Time testing dates added.
Provides testing date range for stakeholders.
5 Jan 20, 2011 Changed SFTP address to portal.obn.ok.gov. The old SFTP server is no longer available. Previously listed address is no longer available. 6
Jan 20, 2011
Added requirements for the file naming convention when using SFTP for Real-Time reporting.
A Real-Time system requires the use of minutes and seconds to avoid over-writing files.
7 Jan 20, 2011 Added information about the correct use of the Revised and Void flags used in DSP01. Multiple errors were being generated because of the improper use of these two flags. 7
Jan 20, 2011
DSP15 changed from required to not used.
Requested by stakeholders
9 Jan 20, 2011 Added additional information about defining and using segment terminators. A number of file rejections were being caused by improperly defined segment terminators. 10
Jan 20, 2011
Various typos and formatting errors corrected.
General maintenance.
All Jan 20, 2011 Removed old test server and date information. Replaced with new dates and addresses for Real-Time test server information. Required for transition to Real-Time System. 16
Jan 20, 2011
Added Section XI that defines and lists the error code returns that will be used for the PMP WSDL.
Required for reporting prescriptions using Web Services in a Real-Time environment.
12 Jan 20, 2011 Added information about when the CDI segment should not be included in the prescription file. Required to avoid errors when the CDI segment was being included but not populated because there were no compounds being reported. 11
Jan 20, 2011
Added information clearfying prescriptions involving animals and who should be listed as the patient in those cases.
Animals cannot be “Ultimate Users‟ under Oklahoma law. The animals name should be listed in the appropriate PAT placeholder.
11 3
Jan 20, 2011 Added Section XII defining the requirements for using the Meth Registry system. Required do to a change in state law prohibiting the sale or possession of Meth Precurosrs, including PSE behind the counter and prescription PSE products to persons convicted of certain crimes. 13
Jan 20, 2011
Added Real-Time testing schedule.
Requested by stakeholders.
16 Jan 20, 2011 Added information about using SFTP for reporting prescriptions when the PMP systems goes to Real-Time reporting in 2012 Requested by stakeholders. 16 - 17
Jan 20, 2011
Added Section XIII defining the PMP WSDL.
Requested by stakeholders.
13 Jan 20, 2011 Added additional information about accepting identification from customers and ultimate users. Requested by stakeholders. 18 - 19
Jan 20, 2011
Added information on dealing with downtime or communication failures with the Drug Tracking System.
Requested by stakeholders.
19 Jan 21, 2011 Error Code table updated and information added on how error codes will be returned. Added information on retrieving the error code table via a Web service. System enhancement. 12 – 13
Jan 21, 2011
Section VII renamed to Connection Methods. Each connection time was broken out and the explainations expanded.
Better definition of each method.
6 – 7 Jan 21, 2011 Error Code tabled revamped to show error code number. Information on obtaining the error code table via the PMP WSDL insterted. 12 – 13
Jan 21, 2011
Section XII inserted on Correcting Errors.
Explanation on the process of fixing errors and the different methods available.
15 Jan 21, 2011 Additional language added to the section on Meth Registry. Requested by stakeholders. 16
Jan 21, 2011
Added language about pending legislation involving the Meth Registry.
Requested by stakeholders.
17 Jan 21, 2011 Added language on how blocked PSE sales work, including those due to the Meth Registry. Requested by stakeholders. 17
Jan 21, 2011
Removed and from PMP WSDL.
Requested by developer.
17 – 18
4
BUREAU OF NARCOTICS
OFFICIAL OKLAHOMA STATE
PRESCRIPTION MONITORING PROGRAM
I. Oklahoma Prescription Monitoring Program Overview
A. Section 2-309C. A. A dispenser of a Schedule II, III, IV or V controlled dangerous substance, except Schedule V substances that contain any detectable quantity of pseudoephedrine, its salts or optical isomers, or salts of optical isomers shall transmit to a central repository designated by the Oklahoma Bureau of Narcotics and Dangerous Drugs Control using the American Society for Automation in Pharmacy‟s (ASAP) Telecommunications Format for Controlled Substances version designated in rules by the Oklahoma Bureau of Narcotics and Dangerous Drugs Control, the following information for each dispensation:
1. Recipient‟s name;
2. Recipient‟s address;
3. Recipient‟s date of birth;
4. Recipient‟s identification number;
5. National Drug Code number of the substance dispensed;
6. Date of the dispensation;
7. Quantity of the substance dispensed;
8. Prescriber‟s United States Drug Enforcement Agency registration number; and
9. Dispenser‟s registration number; and
10. Other information as required by administrative rule.
B. The information required by this section shall be transmitted:
1. In a format or other media designated acceptable by the Oklahoma Bureau of Narcotics and
Dangerous Drugs Control; and
2. Within twenty-four (24) hours of the time that the substance is dispensed. Beginning January
1, 2012, all information shall be submitted on a real-time log.
C. The provisions of subsection B of this section shall not apply to a nonresident drug outlet registered pursuant to the Oklahoma Pharmacy Act or to a resident drug outlet as defined in Section 353.1 of Title 59 of the Oklahoma Statutes if the nonresident or resident drug outlet mails or delivers a controlled substance to a patient or client. Nonresident and resident drug outlets shall transmit the information required in this section within seven (7) days of the date that the controlled substance is dispensed.
D. Willful failure to transmit accurate information as required by this section shall be a misdemeanor
punishable, upon conviction, by not more than one (1) year in the county jail, or by a fine of not
more than One Thousand Dollars ($1,000.00), or by both such imprisonment and fine, or
administrative action may be taken pursuant to Section 2-304 of this title.
Pharmacies that dispense controlled substances must submit prescription information as required by the 5
law and regulations and in the manner and format specified in this manual. Pharmacies that utilize the services of a software vendor to submit prescription information remain solely responsible for compliance with these requirements.
The general requirements for the electronic transmission of prescription information are:
• Electronic transmission must occur in the file format and manner approved by OBNDD as described in this manual.
• Electronic transmission must be done as a batch transmission at least once daily.
II. Contact Information
Don Vogt Policy and Management (800) 522-8031 x140
Kelly Couch PMP/PSE Support (800) 522-8031 x166
Matt Spinks Technical Support (800) 522-8031 x179
Help Desk General Support (877) 627-2674
Individual pharmacies are advised to contact their software vendor to obtain modifications and instructions on compliance with electronic submissions of prescription information.
Assistance and information about the Official Oklahoma State Prescription Program Electronic Data Transmission is available from the Bureau of Narcotics Information Technology Division between the hours of 8:30 a.m. and 4:45 p.m. CST, Monday through Friday.
Software for electronic transmission will not be provided by the OBNDD. However, the Web Portal will contain a form allowing for the entry of prescriptions one at a time. This method will replace the spreadsheet previously provided by OBNDD.
III. Timeline for Testing and Implementation
Web Service Testing
January 15, 2010
All Users
Portal Testing
February 15, 2010
Selected Users
Portal and Web Service Testing
March 1, 2010
All Users
System Fully Operational 24 Hour Batch Reporting
April 2, 2010
All Users
Real Time Testing Phase
April 1, 2011 – November 1, 2011
Set by Testing Schedule
System Converts to POS Reporting
January 1, 2012
All Users
IV. Prescription Information Reporting Requirements
The required prescription information must be transmitted to OBNDD electronically via the Internet. All electronic submissions must be transmitted in accordance with the format detailed in Section VIII of this manual. 6
V. Important Information to Establish an On-line Internet Account
This section describes the process to establish an account to transmit prescription information to the OBNDD. Note: A pharmacy that has already established an account to transmit prescription information under the previous system, must update their contact information before submitting data.
To establish a new account to transmit prescription information to the OBNDD secure Web portal, the new pharmacy providers must complete appropriate application forms.
VI. Required Format for Electronic Submission of Prescription Information
Submitted prescription information must be in the ASAP 2007 format. This is a character-delimited format. For details and examples, please consult the Implementation Guide for the ASAP Standard for Prescription Monitoring Programs, 2007 Version 4, Release 1, released November 2009. This document is available from the American Society for Automation in Pharmacy ( http://www.asapnet.org ) or phone 610-825-7783.
VII. Connection Methods
Web Portal
The use of the OBNDD web portal located at https://portal.obn.ok.gov to manually enter and
transmit single transactions. This method works well for small pharmacies and dispensing
practitioners.
Web Service (WSDL)
The use of a secured web service ( https://portal.obn.ok.gov ) to transmit controlled substance prescription information. An Internet connection which provides 128 bit encryption Secure Socket Layer (SSL), must be used to transmit all controlled substance prescription information. 7
This method will automatically return a code for any errors found in the transmission.
The file shall be a formatted using the following web-method
Field
Type
NCPDP or DEA#
TEXT
ASAP 2007 Block
TEXT
Complete ASP2007 Transaction
NCPDP Password
TEXT
Separated Fields (Web Method)
PerformPMPTransaction (NCPDP or DEA# , ASAP 2007 Block, NCPDP Password)
Return true if transaction complete
Secured File Transfer Protocol (SFTP)
The use of a secure ftp service (portal.obn.ok.gov) to transmit controlled substance prescription information. An Internet connection which provides 128 bit encryption Secure Socket Layer (SSL), must be used to transmit all controlled substance prescription information.
OBN‟s SFTP server is located at portal.obn.ok.gov or 98.173.249.171 using Port 22 and SSH2 for security.
PMP users who need an SFTP connection must fill out and submit an application for access at http://www.ok.gov/obndd/Prescription_Monitoring_Program/Request_FTP_Access.html
File naming convention shall be the following for all batch data transfers:
 NCPDP_YYYYMMDD.DAT format. (Year, Month, Day)
 Beginning January 1, 2012 the following naming format will be implemented:
NCPDP_YYYYMMDDMS.DAT (Year, Month, Day, Minutes, Seconds)
CD-ROM‟s, DVD-ROM‟s and Floppy Disc‟s are no longer accepted.
VIII. Certification and Rejection of Submitted Prescription Information
Certification - Submissions of prescription information will be audited for compliance with the specified formats in this manual and with ASAP 2007 record layout and standards.
Rejection – Submissions of prescription information will be rejected if they do not meet the data requirements specified in this manual and the layout and requirements of the ASAP 2007 standards. 8
The submitting pharmacy will be notified via e-mail of the reason for the rejection of information.
Rejection information will include
1. Reason of Rejection
2. Transaction Identifier
In the event that a submission is rejected by the OBNDD, the submitting pharmacy will be responsible for correcting the rejected submission and resubmitting the information within three business days.
Pharmacies should retain a back-up file for at least 2 months following transmission of prescription information.
Errors can either be corrected on the Web Portal or submitted with a revise flag in the DSP-01 segment. All errors must be corrected within 48 hours of notification. Notifications will be sent by e-mail to the responsible party(s).
Note * Prescriptions records submitted to the Oklahoma PMP should never be sent with a revised or void flag unless an original script has been submitted first. Revisions should only be used to correct errors in previously submitted files. Voids identify those original prescriptions that were reported as filled and were not picked up by the customer or for any other reason where the transaction was not adjudicated.
Next Page Please 9
IX. ASAP 2007 Version 004, Release 1
Pharmacies must use the following information block to transmit data to OBNDD. We will reject records which contain missing information in all required reporting elements.
Listed below are the fields used by the Official Oklahoma State Prescription Monitoring Program;
ASAP 2007, Version 4, Release 1 Reporting Requirement SEGMENT NAME
Required
TH-01
Version Number
Required
TH-02
Transaction Control Number
Not Used
TH-03
Transaction Type
Not Used
TH-04
Response ID
Required
TH-05
Creation Date
Required
TH-06
Creation Time
Required
TH-07
File Type
Not Used
TH-08
Routing Number
Required
TH-09
Segment Terminator
Required
IS-01
Information Source
Required
IS-02
Information Source Entity Name
Optional
IS-03
Message
Required
PHA-01
National Provider Identifier
Required
PHA-02
NCPDP/NABP
Required
PHA-03
DEA Number
Not Used
PHA-04
Pharmacy Name
Not Used
PHA-05
Address Information – 1
Not Used
PHA-06
Address Information – 2
Not Used
PHA-07
City Address
Not Used
PHA-08
State Address
Not Used
PHA-09
Zip Code Address
Not Used
PHA-10
Phone Number
Not Used
PHA-11
Contact Number
Not Used
PHA-12
Chain Site ID
Not Used
PAT-01
ID Qualifier of Patient Identifier
Required
PAT-02
Patient ID Qualifier
Required
PAT-03
Patient ID
Not Used
PAT-04
ID Qualifier of Additional Patient Identifier
Not Used
PAT-05
Additional Patient ID Qualifier
Not Used
PAT-06
Additional ID
Required
PAT-07
Patient Last Name
Required
PAT-08
Patient First Name
Situational
PAT-09
Patient Middle Name
Not Used
PAT-10
Patient Name Prefix 10
Situational
PAT-11
Patient Name Suffix
Required
PAT-12
Patient Address 1
Situational
PAT-13
Patient Address 2
Required
PAT-14
Patient City
Required
PAT-15
Patient State
Required
PAT-16
Patient Zip Code
Required
PAT-17
Patient Phone Number
Required
PAT-18
Patient DOB
Required
PAT-19
Patient Gender
Required
PAT-20
Species Code
Not Used
PAT-21
Patient Location Code
Not Used
PAT-22
Country of Non-U.S. Resident
Optional
PAT-23
Name of Animal
Required
DSP-01
Reporting Status
Required
DSP-02
Prescription Number
Required
DSP-03
Date RX Written
Required
DSP-04
Refills Authorized
Required
DSP-05
Date Filled
Required
DSP-06
Refill Number
Required
DSP-07
Product ID Qualifier
Required
DSP-08
Product ID Number
Required
DSP-09
Quantity Dispensed
Required
DSP-10
Days of Supply
Required (Note – For pre-packaged products, report the total pill count. For additional information on populating this field, refer to the ASAP manual)
DSP-11
Drug Dosage Usage Units Code
Optional
DSP-12
Transmission form of RX Origin Code
Required
DSP-13
Partial Fill
Not Used
DSP-14
Pharma
Not Used
DSP-15
Pharmacy OBN Registration Number
Required
DSP-16
Classification for Payment
Not Used
DSP-17
Date Sold
Optional
DSP-18
RxNorm Code
Optional
DSP-19
Electronic Prescription Reference Number
Optional
PRE-01
Prescriber NPI Number
Required
PRE-02
DEA Number
Situational
PRE-03
DEA Suffix 11
Not Used
PRE-04
Prescriber State License Number
Not Used
PRE-05
Last Name
Not Used
PRE-06
First Name
Not Used
PRE-07
Middle Name
Required
CDI-01
CDI Sequence Number
Required
CDI-02
Product ID Qualifier
Required
CDI-03
Product Name
Required
CDI-04
Quantity
Required
CDI-05
Compound Drug Units Code
Not Used
AIR-01
State Issuing Rx Serial Number
Not Used
AIR-02
State Issued Rx Serial Number
Not Used
AIR-03
Issuing Jurisdiction
Optional
AIR-04
ID Qualifier
Person Picking Up Rx
Optional
AIR-05
ID Number
Person Picking Up Rx
Optional
AIR-06
Relationship of Person Picking Up RX
Not Used
AIR-07
Last Name of Person Dropping Off or Picking Up Rx
Not Used
AIR-08
First Name of Person Dropping Off or Picking Up Rx
Not Used
AIR-09
Last Name or Initials of Pharmacist
Not Used
AIR-10
First Name of Pharmacist
Required
TP-01
Pharmacy Trailer
Required
TT-01
Transaction Control Number
Required
TT-02
Segment Count
The HEADER (TH, IS) is sent once for the entire file.
The TH header defines the terminator that will be used for each file segment. TH-09 defines the terminator and should be immediately followed by a terminator for the TH segment. (Example: // The first bang defines the terminator that will be used for the entire record followed by the second bang which is the terminator for the TH segment. Each subsequent segment will be terminated with a /).
IF multiple pharmacies are included in a single file, the PHA segment is repeated with all the DETAIL segments under it for each Pharmacy. The TP segment is inserted at the end of each pharmacy‟s report.
IF there are multiple patients within a single pharmacy‟s report, the PAT, DSP, PRE and AIR segments are repeated for each patient.
12
IF a patient has multiple prescriptions filled within the reporting period, the remaining fields within the DETAIL segment (e.g. DSP, PRE, and AIR) are repeated following the PAT segment. In other words, the prescription info can loop multiple times under the PAT segment. Please refer to the ASAP 2007, Version 1 (November 2009) manual for additional information.
WITHOUT EXCEPTION the PATIENT segment (PAT) must be populated with a person‟s information, not the animals. This can be either the animal‟s owner or the person picking up the script. The animals name should only appear in PAT23. Animals are not considered the „Ultimate User‟.
IF a compounded prescription has multiple ingredients that are controlled substances, the Compounded Drug Ingredient (CDI) segment is repeated.
IF a prescription record does not contain a compounded substance, the Compounded Drug Ingredient (CDI) segment should not be included.
A Pharmacy Trailer (TP) segment should be included for each pharmacy and should be the last segment for each pharmacy.
The Transaction Set Trailer (TT) segment signals the end of a transmission and must be inserted at the end of the entire file.
The acknowledgement transmission ASAP 2007 segment will not be used at the current time. The process where an acknowledgement page is displayed on the HCS Upload when you submit your data will be continued.
X. Additional Field and Data Submission Requirements and Considerations
PAT07 and PAT08 (Last Name, First Name of Patient)

Do not use any special characters (for example, *, “”, etc.). Use only letters in patient name fields.
PAT15 (Patient’s Address—State)

State must be valid two-character state code. For example: OK, TX, MI, etc.
PRE02 and PRE03 (Prescriber DEA Number and DEA Suffix)

Submitted prescription information must include the DEA registration number of the individual prescribing practitioner.

Pharmacies submitting information from hospital prescriptions may submit the DEA registration of the hospital only when dispensing prescriptions from interns, residents or foreign physicians authorized to prescribe under the hospital‟s DEA registration number and assigned a suffix that must be indicated on the prescription.
13
XI. PMP Error Codes
The Oklahoma PMP WSDL will return error codes to the submitter immediately following the processing of a prescription reporting package. Error codes will be returned in a comma delimited format.
OBNDD will provide a Web service to retrieve the error code table. The table can be retrieved at https://portaltest.obn.ok.gov/webservices/PMPWS/PMPWS.asmx by using Get ErrorCode in the transmission request.
The following error codes will be used (the corresponding segment identifier is in parenthesis):
PMP Error Codes:
Error
Error Code
System Error
01
Invalid ASAP Format
02
Version Number is Missing (TH01)
03
Transaction Control Number is Missing (TH02)
04
Create Date is Not a Valid Date (TH05)
05
Create Time is Not a Valid Time (TH06)
06
File Type is Invalid (P or T Expected) (TH07)
07
Information Source ID is Missing (IS01)
08
Information Source Entity Name is Missing (IS02)
09
NCPDP/DEA Number is Missing (PHA02)
10
Patient ID Qualifer is Missing or Invalid (PAT02)
11
Patient ID is Invalid or Missing (PAT03)
12
Patient Last Name is Missing (PAT07)
13
Patient First Name is Missing (PAT08)
14
Patient Street Address is Missing (PAT12)
15
Patient City is Missing (PAT14)
16
Patient State is Missing (PAT15)
17
Patient State is Invalid (PAT15)
18
Patient Zip Code is Missing (PAT16)
19
Patient Phone Number is Missing (PAT17)
20
Patient DOB is Not aValid Date (PAT18)
21
Patient Gender is Missing (PAT19)
22
Patient Gender is Invalid (PAT19)
23
Patient Speices Code is Missing or Invalid (PAT20)
24
Name of Animal is Missing (PAT23)
25
Reporting Status is Missing or Invalid (DSP01)
26
Prescription Number is Missing (DSP02)
27 14
Prescription Written Date is Missing or Invalid (DSP03)
28
Refills Authorized is Missing (DSP04)
29
Refills Authorized is Invalid (DSP04)
30
Prescription Filled Date is Missing or Invalid (DSP05)
31
Prescription Refill Number is Missing or Invalid (DSP06)
32
Product ID Qualifer is Missing or Invalid (DSP07)
33
Product ID Number is Missing (DSP08)
34
Quantity Dispensed is Missing or Invalid (DSP09)
35
Days of Supply is Missing or Invalid (DSP10)
36
Drug Dosage Code is Missing or Invalid (DSP11)
37
Partial Fill is Missing or Invalid (DSP13)
38
Classification for Payment is Missing or Invalid (DSP16)
39
The Prescription Number has Already Been Filled on that Date (DSP17)
40
The Prescription Number that is Being Modified or Deleted (Void) was not Filled on that Date (DSP17)
41
Prescriber DEA Number is Invalid (PRE02)
42
Sequence Number is Missing or Invalid (CDI01)
43
Product ID Qualifier is Missing or Invalid (CDI02)
44
Product ID is Missing or Invalid (CDI03)
45
Quantity is Missing or Invalid (CDI04)
46
Compound Drug Units Code is Missng or Invalid (CDI05)
47
Sample Response (PSE Meth Block):
HTTP/1.1 200 OK Content-Type: application/soap+xml; charset=utf-8 Content-Length: length

TrueFalse0False00Sale to this customer has been blocked because the customer was found in the Meth Registry database.

XII. Correcting Errors
Pharmacies will be notified of errors contained in prescription drug reports via a daily error report sent to the e-mail address on record. The Oklahoma PMP provides two different methods to correct errors in a prescription drug report.
Web Portal
To correct errors on the Web Portal, the account holder will log into https://portal.obn.ok.gov. In most situations the pharmacists can only correct errors for their store, however accounts can be created that would allow all errros for an entire chain to be corrected at the corporate level.
Error correction on the Web Portal is done manually, one record at time, by first clicking on the error button and than the prescription folder icon that contains errors (represented by a folder). The individual prescription is broken down into three (3) tabs.
Main Error Page
Each record includes the date and time of submission, upload method, pharmacy name and file name. A file folder is created for both successful uploads and those containing errors that need to be fixed. All errors must be fixed within three (3) business days. 16
Error Record
The individual error record as shown below is divided into three (3) tabs. The tabs are Patient, Prescription and Prescriber. Each tab is tied to a corresponding ASAP section. Next to the tabbed section is a gray boxed area that contains detail about what field is in error. Once finished making the corrections, a user clicks on the done button. If the record does not close and display with a green check mark, than the record still contains errors that must be fixed.
The Error Record
Web Service
The quickest and most productive method for correcting prescription records is the Web service. Using their pharmacy software, the pharmacists can make corrections or void a prescription and then sumbit it to the PMP for revision or deletion. Please check with your software provider to see if they provide this feature.
XIII. Meth Registry
Pursuant to Oklahoma HB 3380 and Effective November 1, 2010 state law created the Meth Registry Act prohibiting the sell and possession of Methamphetamine Precursors to persons who were convicted of methamphetamine crimes. This act includes the dispensing of prescription medications containing pseudoephedrine (PSE) products in tabular or solid form, excluding gel-caps and liquids.
Prior to delivering any scheduled prescription PSE product to any person, including both the „Ultimate User‟ and his/her representative, the pharmacy must check the Meth Registry contained on the Oklahoma Drug Tracking system (PMP and PSE) to insure that neither the „Ultimate User‟ or their representative is on the list. Pharmacies may not deliver to or fill a PSE prescription for any person on the list.
17
Persons under the age of 18 cannot take direct possession of a scheduled prescription or purchase behind the counter PSE products in Oklahoma. However, persons under the age of 18 can appear on the Meth Registry.
Behind the counter PSE transactions, made through the PSE sales system, automatically check the Meth Registry and block sales as required by law. The result will be “Blocked – Meth Registry”, remaining amount available is 0. Most chain store pharmacies will see a message approved by their corporate office and it may not be the same message the Drug Tracking System send to corporate.
Pending legislation will require practitioners who write PSE prescriptions to check the Meth Registry prior to issuing a script to a patient beginning on November 1, 2011.
XIV. PMP WSDL
The following Web Service is used for reporting prescriptions to Oklahoma‟s PMP. This service is already available, but was primarily developed for the Real-Time reporting system. Copies in both text format and XML are available on request.
Web Service Description:
-
-
-
-
-
-
-
-
-
-
-
-
-
-
- 18
-
-
-
-
-
-

20
Frequently Asked Questions:
1. When will these requirements go into effect?
PMP (24 Hour Batch) – April 2, 2010
PMP Real-Time Reporting – January 1, 2012
2. Will there be a test system available?
Yes. Beginning November 1, 2010 a set of test servers will be put into place for the Real-Time reporting system. The servers will duplicate the production environment. The test server address is https://portaltest.obn.ok.gov.
Web Service test addresses are https://portal.obn.ok.gov/PMPWS/PMPWS.aspx for the PMP and https://portal.obn.ok.gov/PSEWS/PSEWS.aspx for the PSE system.
A graduated testing schedule will be made available to all affected stakeholders. The schedule is necessary to isolate issues specific to individual stakeholders.
3. When will Real-Time testing begin and what is the schedule?
Testing begins April 4, 2011 using the following graduated schedule:
April 4 – 17 ComputerRX
April 18 – May 1 CVS
May 2 – 15 Food Pyramid
May 16 – 29 Homeland
May 30 – June 12 K-Mart and HCC
June 13 – June 26 Medicine Shoppe and Independent Service Providers
June 27 – July 10 Pratts and Independent Service Providers
July 11 – July 24 Reasors
July 25 – Aug 7 Savon
August 8 – 22 Target
August 23 – September 4 USA Drug
September 5 – 18 Walgreens
September 19 – October 2 Wal-Mart
October 3 – 16 Indian Health Services
October 17 – 31 Load Testing (All Stakeholders)
4. What is the definition of Real-Time Reporting?
Real-Time is defined as reporting a scheduled prescription to the Oklahoma PMP within 5 minutes of delivering the prescription to a customer. Placing the scheduled prescription into a bin for pickup is not considered a “delivery” under this definition.
5. Can I still send files by using a SFTP upload when Real-Time reporting requirements go into effect in 2012? 21
Yes. Pharmacies who choose to use the SFTP reporting system must submit a file within 5 minutes of delivering the prescription. Delivery does not mean filling the prescription and placing it in a bin for pickup or delivery. Delivery is defined as physically handing the prescription to the customer.
6. Which ASAP format can I use for reporting prescriptions drugs?
ASAP 2007, Version 4, Release 1 (November 2009).
7. I am not a pharmacy, but I dispense controlled drugs from my practice. Am I required to report that information to Oklahoma’s PMP?
Yes. This would include any controlled drug given to a patient to take at home before or after a procedure done within the practice. However, samples are exempt at this time.
8. I have an out-patient hospital pharmacy, should I report dispensed controlled narcotics to Oklahoma’s PMP?
If the narcotic is consumed while the patient is still receiving care at the hospital, the hospital pharmacy is not required to report it to the PMP. If the drug leaves the hospital with the patient, even in small quantities, it must be reported.
9. How often must I report?
Every 24 hours, except mail order pharmacies.
Beginning January, 1 2012 the prescription must be reported within 5 minutes of being delivered to the customer.
10. I’m a mail order pharmacy. How should I submit my prescription reports and get identification from customers?
Mail order pharmacies must report every 7 days. Mail order pharmacies may accept a FAX copy of the Patient‟s ID or receive the information from their prescription plan account holders. The ID must be valid and one of the four (4) types accepted by Oklahoma. A prescription may not be mailed to a person under 18 or to any person other than the patient or their guardian.
11. I am a mail order pharmacy who serves customers outside of Oklahoma. The drugs are shipped from my Oklahoma business address. Am I required to report those prescriptions that I ship out of state.
Yes. There are no exceptions. If the drug order is filled by an Oklahoma pharmacy, it must be reported to the PMP, regardless of its shipping address.
12. I am a Federal or Indian facility that reports to the Oklahoma system voluntarily. Am I required to get an ID and use the ASAP 2007 format? 22
Federal Indian Health Systems that are not OBN registrants and who are not required to report by an applicable law do not have to gather the ID‟s required by Oklahoma. However, we ask that every attempt be made to gather ID information as it helps protects against fraud and illegal diversion.
13. Does Oklahoma require Zero Reports.
Oklahoma does not require pharmacies to report when they do not dispense a controlled drug. Frequently referred to as a Zero Report. However, OBNDD requests that a pharmacy that has not dispensed any controlled drug for more than 30 days send a Zero Report to pmp@obn.state.ok.us. Submitting a Zero Report is voluntary.
14. I noticed that AIR-04, AIR-05 and AIR-06 are optional, even though we were told that we had to collect the information for people picking up the prescription.
Oklahoma law requires that all pharmacists see a valid ID for anyone who they do not know when that person picks up a scheduled narcotic. Upcoming changes in statutes and rules, in conjunction with the ASAP 2007 format, will also require that pharmacies report that information to the PMP. If the person picking up the prescription is known to the pharmacist, or is the person who the script was written for, and has a valid ID stored in the pharmacy system, than that information can be populated for both the patient and AIR-04, AIR-05 and AIR-06. In all other cases where the prescription is being picked up by a third party or a person unknown to the pharmacists, the ID must be collected and submitted to the PMP.
In order to give software vendors and chain stores the opportunity to program the changes into their systems, reporting the information about the person picking up the scheduled prescription will not become mandatory until the PMP goes to a live reporting format on January 1, 2012.
15. What ID’s are recognized by Oklahoma?
Driver‟s License, State Issued Identification Cards, Military ID‟s and Passports are allowed. They should not be expired. (An example of a state issued identification is Oklahoma‟s “Red Card”). Oklahoma is in the process of contacting American-Indian tribes in an attempt to work towards developing a Tribal ID that would meet the state compact requirements. As of this manual revision date, there are no Tribal ID‟s that meet those requirements.
16. What should I do if a customer is unable to produce the required ID?
The goal of Oklahoma‟s PMP is to ensure that prescription drugs are not diverted for illegal purposes. While we cannot answer every “what if” questions in this manual, we ask that pharmacists do everything possible to obtain identification in compliance with state law.
In some cases, it is permissible to get a Social Security Number (SSN) if the „Ultimate User‟ is under the age of 18, hospitalized, bed written, under Hospice care or known to the pharmacists. However, this should not become the standard as the pharmacists should inform the customer to provide the correct ID on their next visit.
23
OBNDD does not want to hamper the delivery of prescription medication to legitimate users and pharmacists should use their best discretion in those cases where and ID is not available.
17. Whose ID must I collect and report?
Pharmacies must collect the ID of both the „Ultimate User‟ and the person who the prescription is delivered to. In many cases, that is the same person. Until January 1, 2012, the ID of the „Ultimate User‟ must be reported to the PMP. The ID of the person picking up the script should be recorded on the prescription hard copy or electronic prescription system.
After January 1, 2012, the ID of the „Ultimate User‟ and the person the prescription is delivered to must be reported to the PMP system.
18. What should I do if the Drug Tracking System (PMP and PSE) does not respond, especially when the system converts to Real-Time?
The Drug Tracking System (PMP and PSE) is rarely down, except for scheduled maintenance periods which usually occur during hours when most pharmacies are closed.
If your pharmacy is using the Web Service, your system should be configured to resubmit at least once before storing the prescription record for a batch upload when the system comes back online.
If your pharmacy is using the SFTP service and cannot reach the SFTP server, please continue to resubmit every 5 minutes until the server comes back on-line. In most cases the SFTP service will continue to communicate even if the Web Service cannot be reached.
24
BUREAU OF NARCOTICS
OFFICIAL OKLAHOMA STATE
ELECTRONIC PSEUDOEPHEDRINE LOG
I. Oklahoma Electronic Pseudoephedrine Log Overview
A. Oklahoma���s electronic PSE log, authorized by 63 O.S. § 2-309C, has been in place since October 1, 2006. The legislation requires dispensers of pseudoephedrine products to report all sales to OBN electronically at time of sale. Batch processing of sales are not authorized unless OBN‟s connection is down. Outages are extremely rare.
B. OBN provides 2 methods for submitting PSE sales data. Dispensers may enter the sales information directly into a Web Portal form or send the information via a Web Service Definition Language (WSDL).
C. Beginning October 1, 2009, the PSE and PMP Web Portals will share a common login screen and interface.
D. As of October 1, 2009, OBN will begin collecting the customer‟s date of birth. This document and the WSDL have been modified to reflect the change.
PLEASE SEE THE NEXT PAGE FOR OKLAHOMA’S PSE REQUIREMEN
25
PSE Reporting Chart
2009 PSE ELECTRONIC LOG Reporting Requirement NAME FORMAT
Required
CUSTOMER FIRST NAME
STRING
Required
CUSTOMER LAST NAME
STRING
Required
CUSTOMER DOB
STRING
Required
CUSTOMER STREET ADDRESS
STRING
Required
CUSTOMER CITY
STRING
Required
CUSTOMER STATE
STRING
Required
CUSTOMER ZIP
STRING
5 or 9 number format
Required
ISSUING STATE
STRING
U.S. = Standard State Abrev.
Mexico = MX
Canada = CN
Required
CUSTOMER ID NUMBER
STRING
ID’s Allowed in Oklahoma
State Issued Driver’s License
State Issued ID Card
Military ID
Passport
Required
TRANSACTION TYPE
STRING
Purchase or Return
Required
PHARMACY NUMBER
STRING
NCPDP/NAPB
Required
TECH INITIALS OR ID
STRING
Required
PRODUCT NAME
STRING
Required
QUANTITY
STRING
Reported in Grams
Example 0.72 or 2.4
Required
LIQUID
STRING
Required
GELCAP
STRING
Required
OVERRIDE BLOCKED SALE
STRING
(May use either a 0 or 1, or a true or false in the string)
26
II. PSE WSDL
-
-
-
-
-
-
-
-
-
-
-
-
-
- 27
-
-
-
-
-
-
-